Board of Trustees
Procedure for conducting electronic votes
Procedure adopted as part of: Resolution 96-08. ISOC Board of Trustees Internal Procedures.
The basic working procedures for the BoT are defined in the ISOC By-Laws. These internal procedures provide additional roles for the preparation and conduct of such meetings.
In order to do business between meetings the following procedures for electronic voting have been decided.
- Call for a vote
Any Trustee can at any time submit a proposal for electronic voting and act as "Vote Administrator (VA)".
- The Proposal
The VA poses the proposal to the Board of Trustees and gives a time limit for initial comment (typically two weeks).
- Amended proposals
At the close of that limit, or more frequently if comments are substantial, the VA recasts the proposal in light of what he sees as an emerging consensus and items for continuing discussion. As long as, in the judgement of the VA, new information is emerging from the discussions, the issue will be periodically restated with a new time limit for response.
- Closure for voting
When it is the judgement of the VA that further discussion on the issue is not meaningful, or at the request of a trustee, the proposal is called for electronic voting with a dead-line for voting. Votes must be sent to the BoT list so that all trustees can audit the outcome.
- Requirements
For an electronic vote to be conclusive, the vote of the majority of the trustees must be received. It is up to the VA to make sure that the majority votes (this may require phone calls, etc.).
- Voting options
The electronic voting options are: Yes/No/Abstention/Veto. The veto option is to be selected by a trustee if he determines that the issue has not been vetted to his satisfaction and therefore wishes to reopen discussion.
- Results of a veto
Upon a veto, the in-progress electronic vote is cancelled and the process reverts to the discussion stage or is referred to an in-person meeting at the VA's discretion.
- Change of vote
Up to the time the VA has announced the result, any member may change his vote, including a veto.
- Result
Upon resolution of an electronic vote (closure or referral to an in-person meeting), the VA will state the issue and the result to the ISOC Secretary for recording in the relevant minutes.
- Conditions for positive vote
A proposal is accepted if the majority of the trustees give a positive vote. For decisions where a larger majority is required by the ISOC By-Laws, that rule will prevail.
- Ratification
Decisions will be placed on the agenda of the next Board of Trustees meeting for ratification, unless the unanimous written consent of the Trustees has been obtained. Unless unanimous written consent is obtained the electronic vote has no binding force and no consequent irreversible actions can be taken by the Society.
